Resort Data Processing, Inc. Providing Quality Hospitality Software for Vacation Rentals, Condo-Hotels, Resorts, Timeshare, Campgrounds & more since 1981.
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Timeshare & Club Membership Features

Fixed Week/Floating/Quartershare/Combinations

The system handles a wide variety of timeshare and/or interval ownership concepts including: point-based, fixed week, float week, quarter-share, eight-share, and a variety of other ownership situations. Combinations of these methods are possible, and it is possible to combine timeshare, whole ownership, and hotel rooms in one system. For example:

Overview of Features Available for Timeshare

Resort Data Processing (RDP) was founded in 1981 to develop software for Vacation Rentals, Condo-Hotels and Timeshare Resorts.  We now have over 1000 customers and 25 years experience with the complex world of owner trust accounting, short-term and long-term reservations, and Internet access.  The diagram below represents an overview of RDP system capabilities.  Click on any box in the diagram for details.  For more information, direct contact numbers are available on our Contact page.

Sample Timeshare Owner List with Different Ownership Methods
Configure Contracts Screen
Add Contracts Screen
Configure Week Patterns

Automatically Rotate Weeks From Year to Year

Weeks owned can be automatically rotated from year to year.  Various systems are possible, such as:

Sample Quarter Share Rotation
Configure Timeshare Weeks
Weeks Analysis Screen

Membership and Point-Based Systems

The RDP system handles various membership and points-based ownership designs.  For example, one of our customers has done the following:

1. Purchased five different small resorts around the United States and formed a "rental club". 
2. The members purchase points which are renewed each year when their annual dues are paid. 
3. The RDP system tracks how many points were purchased by each owner and generates the annual invoices for dues.
4. Members can pay yearly dues by credit card over the Internet using the RDP Internet Reservation Module (IRM).
5. Points can be used for reservations at any of the five resorts.  Members can make reservation over the Internet using the RDP Internet Reservation Module (IRM).
6. The number of points used for a given reservation depends on the resort, room type, number of people, and dates.  The RDP system calculates the "point cost" and tracks all points used.
7. Non-members can also make cash reservations when availability exists.  The RDP system tracks these cash reservations which can be made by calling any of the five properties or using  the RDP Internet Reservation Module (IRM).

Configure Timeshare Points

Owner Access Over the Internet

The goal of RDP’s owner Internet access is to identify all requests from owners that generate calls to management and move these functions to the Internet. Owner Internet access capabilities include:

• Secure, commission-free owner Internet access 24 hours a day, 365 days a year, direct to your database.
• Owners can pay their annual dues using a credit card on the Internet.
• Owner and guest of owner Internet reservations.
• Owner calendars can be reviewed, changed, and printed up to four years into the future.
• View or print all past owner statements on Internet in Adobe PDF format.
• Owners can enter or review work orders for their units in complete detail.  See Work Order Overview.
• Owners can request housekeeping and specify requests using the Internet. See Housekeeping Overview.
• Send owner mass e-mails and newsletters. See E-mail Marketing Overview
• Review complete property descriptions with pictures.
• Make commission-free Internet reservations for paying guests, groups, travel agents. See Internet Reservation Module. 
• Sell additional guest services (packages, golf, gift items, etc.).  See Guest Itinerary and Concierge.
• Additional reservation charges are allowed such as booking fees, cleaning fees, etc.
• All owner Internet access flows automatically to the Trust Accounting System. 

High Capacity with Excellent Performance and Unlimited History

The RDP system combined with Windows 2003/2008 servers offer high data capacity and excellent performance.  The system can handle up to 100,000 owners in one database with up to 200 workstations simultaneously accessing the data.  

Owner reservation and financial history are available forever; limited only by available disk space, which has become very inexpensive.  There are many advantages to holding all data in history, including:

• Owner statements can be reprinted for any past month.
• Owner charge and payment history can be researched online very quickly.
• All general ledger transactions from past days, months, and years are available.
• Past reservations can be viewed.
• Run reports of bad guests who did not pay.

Invoice Owners for Dues and Other Charges

The system is designed to handle all the functions related to billing owners for their dues and other charges, including:

• Automatically post dues to owners very quickly.
• A different due (fee) amount can be charged to each owner if needed.
• Statements can be printed for window envelopes or on "mailers" with return payment envelopes.
• Owners can be automatically notified of annual due amount via e-mail. The system can send over 10,000 e-mails per hour.  See RDP E-mail Features.
• Apply payments to owners with payments received today report.
• An Integrated General Ledger shows all owner charges and payments.
• Owners can check balances using the Internet.

Auto-Load Owner Reservations with Tape Chart

The system automatically loads reservations for fixed-week owners up to four years in advance based on the published interval ownership calendar. Auto-loading reservations saves time and eliminates keyboard errors. After reservations are loaded, owners can occupy their week, exchange it with one of the exchange programs, or put all or part of the time up for rental.

For fixed week/fixed unit owners, the system assigns the owner's dates and room number. On the other hand, if the owner is fixed week/floating unit, the system assigns the room type only.  The screen below shows the reservation tape chart.

Sample Reservation Tape Chart

Rental of Owner Time With Automatic Payment to Owners

The system includes the ability for management to rent all or part of the owner's time regardless of whether or not the owner is fixed week, float week, or any other ownership type. An owner statement is generated to pay the owner their portion of rental income. If a reservation spans two or more owners, the system automatically pays the correct share of the reservation to each owner using only one reservation.

The owner statement includes rental payments to the owner; less management fees, owner dues, and any direct owner charges. Overdue amounts from previous statements can be deducted from current rental revenue. Travel agent commissions are automatically deducted, and a check can be automatically printed.

• Sample Owner Statement
• Overview of RDP Reservation System

Each day of the year can be owned by a different owner!
The screen below shows the ownership of Unit 101. This allows the system to pay more than one owner for a given reservation.  In the example below, Owner 101A owns Unit 101 for 03/05/1998 and Owner 101B owns it for 03/06/1998.

Timeshare Exchange Reservations

The system is designed for exchange time reservations. The online tape chart differentiates owner, exchange, rental, developer, and owner bonus time usage. All exchange guests can be listed on various reports and folios can be printed. Complete history is maintained for exchange reservations and is limited only by available disk space.

Owner Bonus Time

Some properties allow owners to make reservations beyond their normal week or period (often referred to as "bonus time"). For example, one RDP customer allows fixed-week owners to book additional days at $35/day in slow season and $95/day in high season, provided the owner's dues are paid, and the reservation is made within 30 days of arrival.

A wide variety of bonus programs can be configured with automatic rate calculation by season. The system provides various reports to track owner usage by regular time, bonus time, exchange time, and/or rental time.

• See Reservation Overview.

Owner Balance Due Interfaced to Reservations and Front Desk

Owner accounts receivable is fully interfaced to the reservations and front desk modules. Each owner's balance due is displayed when making an owner reservation and during check-in; ensuring the owner is paid in full and guards against delinquent owners using the facility.

Track Available Weeks to Sell

The system tracks available weeks left to sell and any weeks (or time periods) available for resale. Various reports are available showing week number, room number, room type, sale price, etc.

Owner Dues and Receivables

Each owner can have a different amount for annual or monthly dues. Dues can be posted annually, quarterly, or at various other frequencies. The system can post 3600 owner dues in less than one hour. Receivables are aged at current and over 30, 60, 90, and 120 days. Late fees and interest can be posted and overdue letters printed. All owner correspondence is designed to fit in window envelopes.

Full Integration with Front Desk and Night Audit

RDP's timeshare and interval ownership is fully integrated with all other RDP modules including reservations, front desk, night audit, groups, all interfaces, and more. Use the links below to learn more about other RDP modules. See Front Desk & Night Audit Overview.

E-mail is one of the most powerful and least expensive marketing tools available and has been fully incorporated into the RDP system at no additional charge.  E-mail features included:

• Guest confirmations automatically sent via RDPWin E-mail Monitor in Adobe and other formats.  See sample below.
• Owner statements can be sent via e-mail.  Owners can also print statements directly from the Internet
• E-mail marketing databases are created for guests, travel agents, groups, wholesalers, and condo/timeshare owners.
• Mass e-mails can be sent directly from the RDP System - no third-party software required.
• Reservationists can e-mail guests with just one click, complete with pictures of the property, directions, maps, and other attachments.
• RDP abides by all current regulations for anti-SPAM by allowing guests to "opt out" of mass e-mails.
• Crystal Reports can be created and distributed by e-mail.
• Reservations made by the Internet Reservation Module (IRM) sends e-mail confirmations automatically.
• Owner newsletters can be automatically sent via e-mail

See Overview of E-mail Marketing for additional information.  A sample of the "mass owner e-mail" screen is below.  The e-mail can be sent to all owners in a matter of minutes.  You can either type in the message or use an attachment, such as a word or Adobe document.

Sample Mass E-mail to Owners

RDPWin E-mail Monitor - Automatically Send E-mail Confirmations from RDPWin, IRM, DOS, GDS

E-Mail Related Topics

The following links are available for documents related to e-mail and Resort Data Processing:

• RDP E-Mail Marketing
• Training Schedule for RDPWin in Vail, Colorado
• The Internet Reservation Module
• RDPWin Overview
• RDP Hardware Requirements
• Review a Sample E-mail Guest Confirmation
• E-mail Related to Vacation Rental System and Condominium/Home Owners
• Site Map - All Links in www.resortata.com

Hotel / Resort Software Overview

Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide (see customer list).  Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview.  Timeshare properties should begin with our Timeshare Resort Overview.  Our Campground management system is also available.  Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

For a printed brochure and pricing, download the brochure in Microsoft Word or Adobe format or contact us directly.

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